AIMRRA Policy Handbook
Table of Contents

Policy Numbers: CP.18.018 - CP.18.032 Version: 1

Approved By: The Board Directors and/or The Special Committee Approval Date: 01.27.2021

Effective Date: 01.27.2021

Revision Date: 06.02.2021 Supersedes: n/a

Purpose

This document is intended to create and clarify polices related to a range of academic integrity.

Background

The Board of Directors and/or the Special Committee was created to address the need for policies surrounding blended online, onsite teaching and learning at AIMRRA/subsidiaries. The Board of Directors (BOD)/ The Special Committee (TSC) met from 12pm to 3pm on January 27, 2021.

I. Academic Integrity Policy # CP. 18.018

Course programs and present new challenges to ensure academic integrity that should be addressed in their design. Online programs and courses will conform to Association’s policies on academic integrity.

II. Code of Conduct Policy # CP. 18.019

Association researchers have an ethical obligation to the Association and to the larger global community as they seek knowledge and understanding. Association’s members are expected to:

o propose, conduct and report research with integrity and honesty;

o protect people involved in research or teaching;

o humanely treat animals involved in research or teaching;

o learn, follow, and demonstrate accountability for meeting the requirements of sponsors, regulatory bodies, and other applicable entities;

o faithfully transmit research findings;

o protect rights to individual and University intellectual property;

o ensure originality of work, provide credit for the ideas of others upon which their work is built, and be responsible for the accuracy and fairness of information published; and

o fairly assign authorship credit on the basis of an appropriate array of significant intellectual contributions, including: conception, design, and performance; analysis and interpretation; and manuscript preparation and critical editing for intellectual content.

Be Fair and Respectful to Others: The Association is committed to tolerance, diversity, and respect for differences. When dealing with others, community members are expected to:

 be respectful, fair, and civil;

 speak candidly and truthfully;

 avoid all forms of harassment, illegal discrimination, threats, or violence;

 provide equal access to programs, facilities, and employment; and

 promote conflict resolution.

Manage Responsibly: The Association entrusts community members who supervise or instruct employees or students with significant responsibility. Managers, supervisors, instructors, and advisors are expected to: ensure access to and delivery of proper training and guidance on applicable workplace and educational rules, policies, and procedures, including this Code of Conduct; ensure compliance with applicable laws, policies, and workplace rules; review performance conscientiously and impartially; foster intellectual growth and professional development; and promote a healthy, innovative, and productive atmosphere that encourages dialogue and is responsive to concerns.

Protect and Preserve Association Resources: The Association is dedicated to responsible stewardship. Community members are expected to: use Association property, equipment, finances, materials, electronic and other systems, and other resources only for legitimate Association purposes;

prevent waste and abuse; promote efficient operations; follow sound financial practices, including accurate financial reporting, processes to protect assets, and responsible fiscal management and internal controls; and engage in appropriate accounting and monitoring.

Promote a Culture of Compliance: The Association is committed to meeting legal requirements and to fostering a culture of ethics and compliance.

(a) Expectations – Association’s members are expected to: learn and follow the laws, regulations, contracts, and Association policies and procedures applicable to Association activities; be proactive to prevent and detect any compliance violations; report suspected violations to supervisors or other Association officials; and ensure that reports of violations within their area of responsibility are properly resolved, including disclosure to sponsors or other state or federal authorities as appropriate.

(b) Prohibition – Association’s members are prohibited from retaliating against another Association’s member for reporting a suspected compliance violation.

III. Student Support Policy # CP. 18.020

The Association recognizes that not all students are prepared for the challenges and opportunities that teaching and learning in an online environment can present. Students are encouraged to access the Help Desk for technical assistance in their classes. Each student in an online class, course or program shall be informed by the instructor prior to or on the first day of class of available instructional support, student services, library resources, technology support, support services for students with disabilities and technical requirements (hardware, internet, etc….) for each course section.

IV. Faculty Assessment Policy # CP. 18.021

The Company’s policies, and program guidelines establish faculty observation and evaluation procedures. Academic program faculty assume responsibility over and exercise oversight of courses and their curriculum ensuring the quality, rigor, and integrity of instruction. Instruction online whether fully online or blended should match the quality, rigor and integrity of face-to-face courses. Onsite, online and department

faculty performance evaluation processes should recognize online and face-to-face instructional activities as equally meritorious and important.

V. Assessment of Student Learning Policy # CP. 18.022

Criteria for student success in online instruction courses and programs shall be as rigorous and comprehensive as those used in classroom-based courses and these criteria shall be clearly communicated to students.

VI. Refund Policy Policy # CP. 18.023_22

Products purchased from American International Medical Record Review Association (AIMRRA) may be returned for a refund, with certain exceptions. Products must be submitted for a return within 30 days from the purchase or shipment date to be eligible for a refund. They must also be unopened and in resalable condition. Returned products are subject to a seven (US $7) dollar restocking fee per item. Shipping charges are nonrefundable. Refund requests may be submitted in writing to AIMRRA at [email protected] or [email protected].

Merchandise Detail Return Policies

Refunds will not be issued for American International Medical Record Review Association (AIMRRA) Membership, exams, webinars, data files, self-paced or On Demand events.

Due to immediate electronic access, refunds or extension will not be issued for Online Practice Exams and Online Area of Study.

Seminar Course(s)/Training/Workshop registration is refundable, if you cancel at least 48 hours prior to the seminar course/training/workshop you may receive a refund less the $100 cancellation fee. In the event that a cancellation is received less than 48 hours prior to the seminar course/training/workshop, no refund will be given. You may transfer your registration to the on-demand version of the training, or you may have a credit for a future seminar course/training/workshop.

Conference registration is non-refundable, with varying fees and deadlines. See the specific conference web page for further details. Hotel cancellations are also subject to varying fees and deadlines; the specific conference web page will have further details for hotel cancellations as well.

Distance Learning/Self-Paced online courses may be cancelled for a full refund within three days after the date of purchase, provided that the student has not accessed the online course, and course materials and books are returned unopened and in good condition to American International Medical Record Review Association (AIMRRA). After three business days, course cancellations are subject to a $100 cancellation fee per course, in addition to any fees for course materials/books that are not returned to American International Medical Record Review Association (AIMRRA) or are returned opened or used. Refunds will not be issued for any course that has been accessed, viewed, or partially completed, and no refund is available for any course after 30 days from the purchase date. Course refund requests must be submitted in writing to American International Medical Record Review Association (AIMRRA) for review and consideration. No refunds will be issued for course extensions. Distance Learning/Self-Paced courses are for individual use only and are nontransferable. Refund requests must be submitted in writing to me[email protected] or [email protected] approval.

No refund will be issued on any exam or training/review tool that has been accessed, viewed, or partially completed.

Returning an individual book that was purchased in a bundled package will invalidate the bundled discount. All the books in the bundle will revert to their regular prices and the remaining cost of the unreturned books will be subtracted from the refund.

Membership Subscription is not refundable, you may terminate your subscription or free trial by contacting American International Medical Record Review Association (AIMRRA) via email at [email protected] or [email protected]. To ensure that your credit card does not get charged, please make your cancelation request at least two business days prior to the end date of your membership subscription or free trial term.

Reseller/Wholesaler Policy

Shipments must be securely packaged and in resalable condition through a carrier providing tracking information. American International Medical Record Review Association (AIMRRA) will review and confirm returned products upon return. Credit to the account, minus applicable fees, will be posted once the audit is complete.

Upon receipt of your organization’s return requests, American International Medical Record Review Association (AIMRRA) has the right to authorize and accept returns the following month, due to allocations of warehouse personnel to adequately process returns.

A US $7 restocking fee will be applied to each item returned.

Return of American International Medical Record Review Association course materials, products and books are returned unopened and in good condition to American International Medical Record Review Association (AIMRRA).

Sale or transfer of seminar/course tickets or credits is not permitted.

We reserve the right to cancel or postpone a Seminar/Course or related event(s) in our sole discretion. If we cancel or postpone a seminar or event, we will use reasonable efforts to reschedule the cancelled or postponed seminar or event to within twelve (12) months from its original start date. Registration fees paid by registrants for a cancelled or postponed seminar shall be applicable to the rescheduled seminar on a dollar-for-dollar basis only. In the event AIMRRA elects not to reschedule the cancelled seminar or event, registrant will be offered a refund. If this occurs, our responsibility is limited to a refund of any registration fee(s) already paid. AIMRRA is not responsible for airline tickets, hotels costs, other tickets or payments, or any similar fee penalties or related or unrelated losses, costs and/or expenses registrant may incur or have incurred as a result of any trip cancellations or changes. Please allow sixty (60) days for us to process any refunds or credit changes.

Seminar/Course dates and locations are subject to change without prior notice. AIMRRA reserves the right to change any and all instructors for each seminar or event without notice.

By registering for a seminar/course you acknowledge that AIMRRA does not make any representation, warranty, or guarantee as to whether you will ultimately attain sufficient understanding and knowledge to obtain employment. Regardless of whether you obtain employment or education, once paid, the registration fee becomes non- refundable. Any right to a refund is not dependent on whether you obtain employment.

Registration Agreement and Release Statement

Please sign and keep a copy for your records.

I have reviewed the course outline for the course I have selected and understand the fees associated with my enrollment, the structure and content that will be taught in this course, as well as the work-related fields associated to its area of study. I have reviewed the AIMRRA return/refund policy associated with this purchase, available on the AIMRRA website at https://www.aimrra.org/refund-policy

Products purchased from American International Medical Record Review Association (AIMRRA) may be returned for a refund, with certain exceptions. Products must be submitted for a return within 30 days from the purchase or shipment date to be eligible for a refund. They must also be unopened and in resalable condition. Returned products are subject to a seven (US $7) dollar restocking fee per item. Shipping charges are nonrefundable. Refund requests may be submitted in writing to AIMRRA at [email protected] or [email protected].

I understand that the course is for individual use only. I understand that my course start date is considered to be the same date as my course purchase date, and that I must finish the course within the allotted time for each individual course in which I enroll (individual course timeframe listed in the email sent to you. They must also be unopened and in resalable condition. Returned products are subject to a seven (US $7) dollar restocking fee per item. Shipping charges are nonrefundable. Refund requests may be submitted in writing to AIMRRA at [email protected] or [email protected].

website).

I understand that if I do not finish the course in the allotted timeframe I will be cancelled from the course. I understand that AIMRRA recommends certain courses or experience level prior to enrollment as noted in the course program (where applicable) and that adhering to these recommendations may determine my successful completion of the course. I understand that I should be beyond the age of compulsory high school attendance and have a minimum of a high school diploma or general education development (GED) certificate.

To maintain a good standing in the course, all students must adhere to the AIMRRA Code of Ethics that ensures high levels of professionalism, integrity and ethical behavior.

Clients/Students of AIMRRA shall provide the highest standard of professional services to employers, clients and patients. Professional and personal behavior of AIMRRA students must be commendable.

AIMRRA students shall maintain the highest standard of personal and professional conduct. Students shall respect their coaches, instructors, and AIMRRA staff.

Students shall use only legal and ethical means in all professional dealings and shall refuse to cooperate with, or condone by silence, the actions of those who engage in fraudulent, deceptive or illegal acts.

Students shall respect and adhere to the laws and regulations of the land.

Students shall pursue excellence through continuing education in all areas applicable to their profession.

Students shall strive to maintain and enhance the dignity, status, competence and standards of coding for professional services.

Students shall not exploit professional relationships with patients, employees, clients or employers for personal gain.

This code of ethical standards for students of AIMRRA strives to promote and maintain the highest standard of professional service and conduct among its students. Adherence to these standards assures public confidence in the integrity and service of professional coders who are students of AIMRRA.

As a condition of your AIMRRA membership, you are obligated to conform your conduct to the professional ethical principles outlined in the AIMRRA Code of Ethics. First among these is Integrity. Another is respect. The benefit of participation in an AIMRRA curriculum, a course of study, examination, or practical exercise to obtain experience credit is obtained only through your personal effort. To ensure the competence of our membership, participation in such programs of education requires strict conformance with the ethical principles outlined in the AIMRRA Code of Ethics.

The imposition of such ethical standards is consistent with requirements expected of all professionals. It is your obligation as a member to uphold these professional standards. If all members do so, we can assure that the reputation of AIMRRA, its credentials and its members remain untarnished. When certain members depart from these standards, the reputational damage that can unfairly occur to all other members is constrained only through aggressive self-policing and eliminating those who are unwilling to conduct themselves in a manner consistent with the professional ethical standards of the organization.

Cheating, or any act of dishonesty that is designed to gain unfair advantage over others who complete the assigned tasks or examinations as required, is not only unprofessional, but also a violation of the AIMRRA Code of Ethics. Cheating is not only inconsistent with the principle of Integrity, but it also demonstrates disrespect to yourself, your fellow members, and the professional association to which we belong.

Where dishonest acts are performed to obtain a credential, AIMRRA will administratively invalidate the results of the credentialing examination and remove the associated credential. Additionally, the relevant evidence will be referred to the AIMRRA Ethics Committee for investigation and action. Similarly, those that engage in cheating based on dishonest acts associated with completion of an AIMRRA curriculum or other course of study, will similarly be referred to the Ethics Committee for investigation.

Where the Ethics Committee determines that the evidence regarding the subject conduct supports a violation of the Code of Ethics, the Committee, in its sole discretion, will impose appropriate sanctions based on the facts of the case. Such sanctions include but are not limited to a written reprimand, suspension of membership, and, where appropriate, permanent revocation of membership. Because only AIMRRA members can hold an AIMRRA credential, loss of membership results in the loss of any and all previously earned credentials.

Failure to adhere to these ethical standards, as determined by AIMRRA, may result in the loss of membership with AIMRRA, and may result in cancellation from an AIMRRA distance learning course. If a student is cancelled from a course, that student may submit a written or appeal to AIMRRA for re-entry into the course.

By purchasing any online course, the student hereby attest that the information submitted to AIMRRA is true and accurate to the best of my knowledge, and hereby agree to the terms and conditions of AIMRRA as stated herein. No other prior agreement or conditions, verbal, written, or implied, will be honored. I, the undersigned, have read, understand, and agree to abide by all the provisions set forth in the foregoing enrollment agreement.

VII. Shipping Policy Policy # CP. 18.024

Shipping cost is calculated on a "per order," "per item" or "per pound" basis and is based on the shipping option you select.

Shipping Timing

Certain products may require additional days to process prior to shipping. This will be reflected in the estimated arrival date.

Please note that based on size, weight or supplier restrictions, some products cannot be shipped to, or may be delayed when shipped to, a PO box address.

About Order Status Emails

When you complete your order on AIMRRA.org, we update you on the status of your order by email. These emails include, but are not limited to:

• Confirmation that your order was successfully submitted.

• Notification of the date(s) we expect to ship your item(s).

• Verification that your item(s) shipped, with tracking information.

• Information regarding any issues we may encounter while fulfilling your order.

If you placed an order on aimrra.org but have not received an order confirmation email within twelve (12) hours, this email may be blocked by email filtering software. This software can be hosted in:

- Your computer's email system

- The email system at your place of work

- By an email provider

- By an Internet service provider Title to Products

Purchases of product through AIMRRA and/or subsidiaries are subject to a destination contract. This means that the risk of loss and title for these products passes to you upon the carrier's delivery to your ship-to address, and AIMRRA and/or subsidiaries is not responsible for any loss, theft or damage after delivery.

VIII. Certification General Policies Policy # CP. 18.025

Question: Will I be able to use the Credentials CHRR after my name?

Yes, you can use the credentials behind your name upon completion of the renewal course and passing of the exam. You will be considered a Certified Healthcare Record Reviewer. (Example: Jane Doe, CHRR)?

Question: If I initially took a hedis course from another school, am I eligible to take this course and be Certified as a Healthcare Record Reviewer?

If you provide our Student Services Department with a prior existing CHRR certificate or training in hedis performances measures in the last 2 years or previously work experience in hedis you are eligible to take our RENEWAL course and become a Certified Healthcare Record Reviewer.

Question: If I fail the exam, Can I still receive my certificate as a Certified Healthcare Record Reviewer? No, this is an advance program and upon completion you will be certified as healthcare record reviewer.

Question: Will I Get Paid More If I have a Certification?

With demand, comes an increase in salary to attract qualified candidates. Getting an additional certification can help you secure one of these high-paying positions.

Question: Is a Certificate Just as Good as a Degree?

Certificate holders earn more than those who hold college degrees. That may not mean that getting a certificate is always a better option than a traditional degree, but it does suggest that there is value to many certificates.

Question: Is a Certificate Enough to Get a Job?

The Bottom Line: Yes, Certifications Can Help You Get a Job... Your company may be willing to pay for training classes and certification tests if it is in their interest to make you a more skilled and a valuable employee.

IX. Refresher Course Policy # CP. 18.026

Refresher’s courses are courses updating previous studies or training connected with one's profession, current or previously certifications. There is a cost of $250.00 for refreshers courses (course has a minimum of 4 hours training). Exams for Refresher Course must be completed within 10 business days after the completion of training. Exam is included with the purchase of the refresher course. Each student has two (2) attempts to pass the refresher course exam. If a student fails the refresher course exam, there is a cost of $100.00 for re-take exams. If the student fails, the re-take exam then the student must take a review course. If the student does not complete the required course hours and does not pass the course exam, a certification will not be issued, and the student will not be able to use credentials.

X. Certification Renewal Policy # CP. 18.027

This is an advanced course. Upon completion of this course, you will have to take an exam and pass the exam with a 95% or higher. Each potential student must be able to have an existing CHRR™ certificate OR training in hedis performances measures in the last 2 years OR previously work experience in hedis. The certification renewal is currently available through a home study on-line platform. After the completion of the course and

passing of the exam with a 95% or higher score, you will receive your certification credentials via email within 30 business days of verifiable passing of the exam.

XI. Exams Policy # CP. 18.028

Each exam must be passed with a 95% or higher grade. Initial exams for Live Virtual/Onsite courses must be completed within 10 business days. Each student has two (2) attempts to pass the initial exam (live virtual/onsite courses). If a student fails the initial (live virtual/onsite courses) exam, there is a cost of $100.00 for re-take exams. If the student fails, the re-take exam then the student must take a review course. If a student doesn’t take their initial exam by default of missed exam date, then the student must purchase the re-take exam. Retake exams must be taken within 3 business days of the completion of their course and/or purchase. If the student does not complete the required course hours and does not pass the course exam, a certification will not be issued, and the student will not be able to use credentials.

XI-B. Failed Exams -Refund of Resume 

If a student purchased a bundle package that includes the resume writing (builder) services but has failed the exam(s) the student will receive the discounted price that was paid with the bundle package(s). Example: The entry level resume is usually priced at $99.95 USD, but with the purchase of the gold bundle and membership the student was provided an 85% discount off their entry level resume. So, the student will only receive $15.00 USD refund. Refunds are processed with 7-25 business days. If students wish to have their resume to be written by the career resource department, the resume builder must be re-purchased.

XI-B. Student Failed to Submit Resume Questionnaire Intake Form/Resume-Refund of Resume 

If the student does not submit and complete the resume questionnaire intake form within 7 business days of receipt. AIMRRA will refund the discounted price of the entry level resume of $15.00 USD. The entry level resume is usually priced at $99.95 USD, with the student(s) purchase of the gold bundle and/or membership student(s) are provided an 85% discount off their entry level resume price. Refunds will be processed within 7-10 business days for the refund to be processed.

XI-2. Passed Exam Policy # CP.18.028-2

After the completion of the course and passing of the exam with a 95% or higher score, you will receive your certification credentials via email within 30 business days of verifiable passing of the exam.

XII. Re-Take Exams Policy #CP. 18.029

Retake exams must be taken within 3 business days after purchase. There is a cost of $100.00 for re-take exams. If a student doesn’t take their initial exam by default of missed exam date, then the student must purchase the re-take exam. Each student only has one (1) attempt to pass the exam. If the student fails, the re-take exam then the student must take a review course. A student has 30 days after their initial failed exams to purchase the re-take exam. If the 30-day period expires then the student must purchase the Review Course. If the student does not complete the required course hours and does not pass the re-take exam, a certification will not be issued, and the student will not be able to use credentials. 

XIII. Course Bundles Policy # CP. 18.030

Course bundles contains multiple items that can be sold together at one price. Our course bundles a are usually discounted from the combine price of an individual course. Course bundles cannot be split or sold separately unless the products are previously listed in the store for purchased.

XIV. Review Course Policy # CP. 18.031

Review course are courses reviewing for the CHRR exam (only active students are eligible for review courses). There is a cost of $150.00 for review courses (course has a minimal of 3 hours of training). Exam is included with the purchase of the review course. Each student has two (2) attempts to pass the review course exam.

Review course and exam must be completed within the time limit of the purchased course of the program. If a student fails the review course exam, then the student must contact student administrative services. If the student does not complete the required course hours and does not pass the course exam, a certification will not be issued, and the student will not be able to use credentials.

XV. Home Study Course Policy # CP.18.032

There is a cost of $150.00 for CHRR™ Home Study Course. Exam is included with the purchase of the course. Each student has one (1) attempt to pass the Home Study Course exam. Home Study Course exams must be taken within 3 business days of the completion of their course. If a student fails the home study exam, there is a cost of $100.00 for re-take exams. If the student fails, the re-take exam then the student must take a review course. If the student does not complete the required course hours and does not pass the course exam, a certification will not be issued, and the student will not be able to use credentials.

XVI. Credential Policy # CP. 18.033

All students must complete the required course hours. After the completion of the course and passing of the exam with a 95% or higher score, students will receive their certification credentials via email within 30 business days of verifiable passing of the exam. If the student does not complete the required course hours and does not pass the course exam, a certification will not be issued, and the student will not be able to use credentials.

XVII. Privacy Policy # CP. 18.034

The type of personal information we collect

We may collect and use the following personal information about you:

· your name and contact information, including email address and telephone number

· your billing information including your postal address, transaction and payment card information

· your personal or professional interests

· Any other personal information you provide to us

This personal information is required to provide services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing services to you.

We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website. Please refer to our website privacy policy for further information in respect of any data you input via our website.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Under the General Data Protection Regulation, we can only use your personal information if we have a proper reason for doing so, e.g.:

· to comply with our legal and regulatory obligations;

· for the performance of our contract with you or to take steps at your request before entering into a contract;

· for our legitimate interests or those of a third party; or

· where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The table below explains what we use (process) your personal information for and our reasons for doing so:

We also receive personal information indirectly, from the following sources in the following scenarios, and by submitting your details to them, you agree to receive communications and marketing materials from us:

· Event promoters

· Other businesses/ individuals who decides to promote our products on our behalf

We use the information that you have given us in order to:

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting [email protected].

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored.

We keep your full name, phone number email and email address for 2 years if applicable.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organization, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at [email protected], +1 9809904055 and/or 15720 Brixham Hill Avenue, Suite 300, Charlotte, NC 28277 if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected], +1 9809904055 and/or 15720 Brixham Hill Avenue, Suite 300, Charlotte, NC 28277.